Creative Ways to Use Google and Microsoft Suite
When was the last time your team used productivity platforms to their fullest potential? The right office suite platform can be a game changer for handling communication, document management, and creative processes. At DCA Virtual Business Support, we make the most of Google and Microsoft Suite to make our work easier and boost productivity. After all, these are the two platforms our clients use most! In this month’s blog, we share some creative ways our Executive Assistants utilize these platforms within our company and with clients.
Effortless Communication
Team Collaboration
Collaborating on documents using Google Docs and Sheets plus Microsoft Word and Excel, allow our team to work together in real time. Users can make edits, leave comments, and track changes seamlessly on documents. To ensure efficient collaboration with our clients, our Executive Assistants create editing systems based on client preferences and adjust to different work styles. No more spelling errors on your PowerPoint!
Communication Channels
Microsoft Teams is what we use daily at DCA Virtual Business Support. The platform includes many unique features to enhance communication between all teams, large and small. The Teams App allows members to create smaller teams for work, projects, or common interests. We recently started a channel called “Wellness Wonder Buddies”, encouraging all employees to share personal wellness updates!
Beyond internal communication, we use Microsoft Teams and other platforms like Google Meet, and Zoom for video meetings. Features like screen sharing, recording meetings, and integrated chat enhance communication with team members, clients, stakeholders, and vendors. These tools have allowed us to record trainings and processes for easy deployment of Standard Operating Procedures (SOPs).
Task Mastery
Task Organization
At DCA Virtual Business Support, Asana is our best friend! Most task and project management for our company is handled within Asana. And to make management even easier, Microsoft Outlook and Google Calendar allow users to integrate Asana into their email and calendar. Asana plus Outlook allows users to turn emails into trackable work. Emails can be attached as comments on tasks, ensuring that relevant content remains connected to ongoing work. The integration of Google Calendar with Asana provides teams with effective tools to plan, schedule, and stay organized throughout the day. Users can synchronize data for all project tasks, include events as widgets within tasks, and much more!
Though we use Asana for internal tasks, many of our clients use other platforms including Google Tasks, Monday, Microsoft To Do, and ClickUp to manage tasks efficiently.
Efficient Scheduling
Scheduling for our team and clients is made easy with Google Calendar or Microsoft Outlook Calendar. We can quickly schedule appointments, set reminders, and coordinate meetings effortlessly, not only for ourselves, but for our clients as well. Even if you feel your calendar is a hot mess or have multiple calendars, we can clean them up for you and get them working to your advantage.
Speaking of calendars, did you know that Microsoft 365 has an appointment scheduling system called Microsoft Bookings? Like Calendly, Bookings makes scheduling and managing appointments a breeze! It features a web-based booking calendar and seamlessly integrates with Outlook to optimize your team’s schedule, providing clients with the flexibility to choose a time that suits them best.
Efficient Document Handling
Document Management
Storing and sharing documents securely is essential. Our team uses Google Drive, Microsoft OneDrive, Dropbox, and SharePoint to keep files organized and accessible to relevant parties. All these platforms include different levels of document security. For example, files in Microsoft SharePoint can be shared with a single user, a specific project team, or your entire organization. Settings like these keep documents safe and in the right hands!
Document Creation
Though we finalize most projects in PDF format, we often start on document templates using Docs, Sheets, Word, or Excel. By simplifying the creation of documents, templates ease workload while increasing efficiency and creativity. For example, one of our clients, a construction company that handles large-scale construction projects, was dealing with a very time-consuming, twelve-hour contract process. To improve efficiency, we compiled all contract details into a fillable, customizable document. The new process only takes twenty minutes from start to finish! Whether you’re rebranding, reporting data, or writing a proposal, our team can help you utilize the right documents!
Conclusion
The utilization of office suite platforms is not just a choice but a strategic advantage for any business. At DCA Virtual Business Support, we’ve harnessed the full potential of Google and Microsoft Suite, recognizing them as indispensable tools for seamless communication, efficient task management, and organized document handling. Our Executive Assistants employ these platforms creatively, fostering collaboration, streamlining workflows, and enhancing productivity for both our team and clients.
Looking to enhance your business’s productivity and collaboration? Our Executive Assistants can help you meet your goals! Learn more about our Executive Assistant services today!